End User Computing Device Policy

 
Reliance IT recognizes the fact that Employees will need access to various IT Services or Systems to perform their jobs in a professional manner. The purpose of this document is to setup common guidelines while using such systems.

An eligible employee will be provided with an end user computing device (Desktop, Laptop or Thin Client) a login account and email ID to perform his job. Eligibility is subject to Business justification, respective Business/ Function head and IT’s approval.

  • 1. PC Desktop, LaptopOpen or Close
    1.1 IT will provide only standard configuration desktop or laptop to the employee based on business need & necessary approvals from Business HOD & IT head.
    1.2 Employees using office desktop/ laptop or any other IT device provided by IT for official purpose must ensure to protect it from any physical damage, theft & data residing in such device from un-authorized use. Employees must lock their desktop/laptop whenever they are away.
    1.3 Employees must not procure any software, device or equipment and install on RIL network or corporate devices on their own without prior consent from IT.
    1.4 Employees must not relocate any desktops or IT equipment’s without prior consultation with IT team.
    1.5 Employees must not try to login to any unauthorized or other users device & must not provide unauthorized access to anyone else without prior consultation with IT.
    1.6 Employees must not leave their corporate laptops unattended in their vehicles & out of public view.
    1.7 Employees must be aware that Data or Information residing on the company provided device is sole property of the company & must not be taken out for any personal use anytime during the tenure of the employee or at the separation time.
    1.8 Employee must not store any personal Data, pictures, movies or pirated information on the company provided End User computing device such as Laptop, Desktop or any other tablet. Employee is wholly responsible for any legal consequences due to such data.
    1.9 IT will configure and enable Data encryption on the Laptops provided by IT wherever feasible and applicable. Employee must use such encryption tools & techniques & must not disable the same at any point of time.
    1.10 Any physical damage, lost, stolen devices may be recovered from employee at propionate amount decided by IT by consultation with Commercial and respective HR department.
  • 2. Usage of Removable Storage devicesOpen or Close
    2.1 Employees must be aware of the security controls and risks associated with the portability of data on or from the corporate computers and devices & always adhere to the IT security guidelines published on IT web page, (http://getit.ril.com – Security Policies – Reliance IS policy)
    2.2 Employees should use only encrypted/password protected USB, Hard disks, CDs or DVDs for company related information, in case of business need & with necessary approvals.
    2.3 Employees must seek appropriate line HOD and IT approval before connecting & using any external devices such as USB memory stick, CD, DVD, Hard disks to the company provided Device & employee must scan such devices for viruses and Trojans before usage.
    2.4 Employees should ensure to disconnect such devices after official use and must not keep them unattended or with unauthorized persons.
  • 3. Usage of SoftwareOpen or Close
    3.1 In case of business requirement, employees must seek appropriate approvals from line HOD and IT team for using any third party software, shareware, open source or freeware software
    3.2 Employees must not request for any software to IT team for personal use
    3.3 Only licensed software’s must be used on the Corporate provided devices, Downloading or using any third party, pirated, illegal software on such devices is an offense & if found by IT, immediate disciplinary action would be taken.
    3.4 Employees must not use Company provided Asset – desktop/laptop/ for personal use & must not copy any data from such devices to personal or third party devices for personal use.
  • 4. Email usageOpen or Close
    4.1 Employees must take utmost care while downloading/transmitting information using emails to safeguard against inappropriate disclosure, unethical data or viruses
    4.2 Email is provided to the employees only for official communication and use, this facility should not be used for any unofficial or personal purposes.
    4.3 Employees must follow email etiquettes posted on the GETIT web page below (http://getit.ril.com – Some IT Tips  Important Email etiquettes section)
    4.4 Employees should delete unwanted emails or archive older emails and always keep mailbox storage within limit
    4.5 Employees must never send emails to personal IDs and share any official information
    4.6 Employees must avoid sending emails with large attachments which may congest corporate Email network
    4.7 Employees must not send/forward chain emails which are not relevant to the business
    4.8 Employees must not send emails to larger group email IDs, or any Campaign or any mass communication if that’s intended for only few selected users
  • 5. Internet UsageOpen or Close
    5.1 Internet access is provided for business purpose only; this facility should not be used for any unofficial or personal purpose.
    5.2 Employees must not download any unauthorized software’s, including browser plug-ins, freeware updates from the internet without legitimate business reason and without prior approval from IT.
    5.3 Employees must not upload, publish or post company related or any official information on internet sites or personal blogs/wikis/emails/social networks.
    5.4 Employees must not use Internet facility for downloading online movies, music, songs, games, obscene, pornographic, threatening or racially, sexually harassing material using Company internet or Company premises.
    5.5 Employees must not try to hack, try to gain illegal access to remote systems on the internet using Reliance corporate network or in Reliance office premises.
    5.6 Employees are responsible for any e-transactions performed using Internet for paying credit card, online payments, travel bookings...etc.
  • 6. Audio & Video conferencing, ChatOpen or Close
    6.1 Employees must not share their personal telephone code with any other employee & also not to use or try other’s access code for STD/ISD calls.
    6.2 Employees should not use office telephone for personal use
    6.3 To dial out STD number from desk phone, employee need to press 9, followed by STD code, followed by number, followed by # & then personal code (if Avaya desk-phone) & personal code followed by # (for Cisco desk-phone numbers), For local phones, dial 9, followed by number
    6.4 Employee must not relocate/exchange/interchange Telephone instruments setup by IT
    6.5 While using Corporate Video conferencing facility, employees should arrive VC room at least 10 minutes in advance & ready with the agenda & timeframe for the conference.
    6.6 Employees must not troubleshoot, change settings of any VC equipment’s, telephone instruments, or any IT devices on their own. They should always consult and wait for IT’s help
    6.7 Employee can use Desktop Chat (Microsoft LYNC) facility for live chat, audio and video conferencing, desktop sharing as necessary for business purpose.
    6.8 Using any abuse words, sharing pornographic pictures, videos using online chat tools is strictly prohibited & being monitored, if found guilty, strict disciplinary action may be taken.
  • 7. Printer/CopierOpen or Close
    7.1 Employees should use printing, copying and scanning facility for business purposes only. Company reserves the rights to monitor printing volume by employee and would take disciplinary action on any misuse of the printing facility.
    7.2 Employees should use secure printing feature wherever applicable & available.
    7.3 Employees must use double sided printing feature by default & single sided printing if it’s mandatory & essential requirement only.
    7.4 Any Print-out/Copies exceeding 100 pages are considered as bulk printing. Facility can be availed with necessary approvals by browsing Bulk Printing Menu on http://getit.ril.com/
    7.5 Colour printing is not available to employees directly on the shared network printers; Employees who require color print outs for business purpose should use Bulk Printing service with necessary approvals and guidelines available.
    7.6 Any confidential documents which are no-more required, should be disposed appropriately or shredded using paper shredders.
  • 8. Information securityOpen or Close
    8.1 Please read and adhere to the Information Security Policy Documents published at https://sirt.ril.com and follow these in letter and spirit
    8.2 Inform all security incidents to sirt.team@ril.com
    8.3 Please go through the SIRT FAQ's(Security Incident response Team) published at https://sirt.ril.com to familiarize yourself with the Information security Incident response Procedure.